University of Utah · 1 day ago
Manager, Administrative
Salt Lake City, UT
Full-time
Onsite
Mid, Senior Level
$39K/yr - $73K/yr
4+ years expThe University of Utah is seeking a Manager, Administrative to provide comprehensive administrative support to the Senior Director. This role involves managing calendars, coordinating meetings, arranging travel, and assisting with grants management, among other responsibilities.
Higher Education
Responsibilities
Manage calendar
Schedule meetings
Fill out availability for requested meetings in a timely manner
Block calendar for vacations, out-of-office meetings, grant writing, etc
Review double bookings and make adjustments based on Senior Director priorities
Coordinate Senior Director Meetings
Ensure attendees are appropriate and calendar invites sent
Meeting preparation, including gathering materials needed for the meeting beforehand and agenda items
Create agendas and distribute them to attendees
Minute taking for meetings requested by the Senior Director
Edit and review to ensure adequate information is provided before distribution
Complete within a timely fashion following the meeting
Gather PowerPoints, run slides, and oversee logistics of these meetings (if requested)
As needed: schedule rooms, set up Zoom links, order food, provide escort to the meeting room for guests (if needed)
Send daily summaries/updates (if preferred by Sr. Director)
Answer phones
Serve as a coordination hub between offices and/or clinics
Manage incoming and outgoing office mail and email-when requested
Welcome visitors for interviews or meetings, and manage office meeting start/end times and travel time between meetings
Arrange travel for the Senior Director, including meeting registration beforehand, flight and hotel bookings, itineraries, scheduling, and honoraria (if needed) and any out-of-pocket reimbursements
As needed: arrange travel for guests, lab/research group staff, and seminar speakers
Assist the Senior Director in drafting/editing/submitting Letters of Support, Letters of Promotion, Letters of Recommend, etc. as needed
Coordinate/compile information, organize and distribute the monthly (or bi-monthly) Senior Director of Research electronic newsletter
Start the process one month prior to the letter distribution date
Assist with HCI events hosted by the Senior Director’s office
Complete specific administrative tasks as requested (i.e. make on-campus deliveries, help with presentations, professional writing assignments, etc.)
Manage MTAs, DTAs, etc. with U of U PIVOT office
Update Policies and Procedures with the appropriate guidance/oversight
Update profiles, funding, and publications or send information to a third party for updates
Work with assigned GMS and Senior Director to ensure accuracy
Under the supervision of an assigned Post Award GMS, assist with grants management
Gather and format documentation such as biosketch, other support, letters of support, cover letter
Works with GMS to ensure proper spending and reporting, by creating, monitoring, and maintaining budgets and reviewing progress reports. Conducts monthly meetings with the Post- ward GCO and Finance Manager to maintain proper compliance
With the help of the Finance Manager and the assigned Post Award GMS, assist PI with fiscal year budgets
Knowledge of all PI accounts status and awareness of the budget balance
Submit orders in the HCI purchasing system for review
Assure that all orders comply with HCI purchasing policies
Manage PI and lab/research group staff distributions as pertain to HCI accounts and HCI purview; facilitate applicable changes as approved by PI
Facilitate the hiring process through HCI Talent Office
Schedule interviews and maintain documentation
Approve PI staff in Kronos, if due process is in place
Qualification
Required
Bachelor's degree in a related area or equivalency (one year of education can be substituted for two years of related work experience)
Four years of progressively more responsible management experience
Background knowledge of hiring department's area of specialization in order to analyze, plan and draw conclusions for recommendations to superiors
Demonstrated leadership skills in planning and directing employees and processes in order to effectively monitor and develop subordinates and to ensure the smooth operation of department
Completion of provided supervisory training within one year of employment may be required
Preferred
Master's degree in a related area may be preferred
Benefits
Health Insurance
Company
University of Utah
The University of Utah, located in Salt Lake City in the foothills of the Wasatch Mountains, is the flagship institution of higher learning in Utah.
10001+ employees
H1B Sponsorship
University of Utah has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (216)
2024 (189)
2023 (201)
2022 (175)
2021 (156)
2020 (174)
Funding
Current Stage
Late StageLeadership Team
Allison Nicholson
Special Assistant to CFO
Bruce Hunter
Interim Chief Innovation and Economic Engagement Officer
Recent News
National Institutes of Health (NIH)
2023-06-27
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